Shanita Hines

1
Overview of CMA/LSA Automated Eligibility
Process
Presented by Shanita Hines Agricultural Program
Specialist Price Support Division, Automation
Branch 202-720-9888 Washington, DC 7/24-7/26
2
CMA Process Overview

• Purpose
• General Information/Rules
• File Submission (input file)
• File Download (output file)
• Analyzing Output Data
• Resolving Eligibility Problems
• CY 06 Status

3
PURPOSE 1-CMA (Rev.1), Par 215
The CMA Process is an automated process used by
CCC to provide loan and LDP eligibility and PLM
to and CMA/LSAs The CMA Process involves 6
phases - Submitting IDs - Processing IDs -
Returning Data - Summary/Status Reports -
Collectively correcting problems

4
General Information (Scheduling
and Location) 1-CMA (Rev.1), Par 216

• Submission Schedule
• The deadline for CMA/LSAs to submit an input
  file is Sunday and Wednesday by 6 p.m. CT
• Release of Data
• The output file is available for download after
  2 p.m. CT each Tuesday and Friday in the
  applicable folder at the secure FTP site
• Where to FTP and receive LSA files
• IP Address 165.221.200.44
• Starting folder is /CMA (each LSA will be
  assigned a folder)

5
General Information(Processing Methods)
sFTP Server
6
GENERAL INFORMATION(8 Files Used) 1-CMA
(Rev.1), Par 224

• These COF Files are Used by CMA Process
• Compliance Share File
• County Table Maintenance
• Eligibility File
• Multi-county File
• Name and Address File
• Permitted Entity File
• Payment Limitation File
• FSA-578 Compliance Summary File

7
General Information (Processing Rules

• General CMA Process Rules
• Submit ID numbers for all producers expected to
  receive benefits
• Submit ID numbers for joint operations
  (partnership)
• Submit ID numbers for entities (corporations).
• 1-CMA (Rev.1), Par 225

8
1-CMA (Rev.1), Par 236 FILE SUBMISSION

• There are 5 basic stages for CMAs/LSAs in
• transmitting input files
• Obtain appropriate producer data
• Create input file
• Create control record file
• Zip files created
• Submit to sFTP host by Sunday or Wednesday 600
  p.m.

9
FILE SUBMISSIONCreate Input File (MB1) 1-CMA
(Rev.1), Par 237

• Create the input file using any ASCII text
  editor, ex. NOTEPAD
• the input file is named CMAXXYYY.mb1, where
  XXYYY is the State and county code of CMA/LSA
• Create the input file with a record length of
  always 43 characters.
• 480270021480291234567890700000000000000000
• C480270021480291234567890700000000000000000

Field No. Contents Begin Length Data Type
1 Record Status (leave blank unless canceling or deleting a record) 1 1 Char
2 State code of CMA, DMA, or LSA 2 2 Char
3 County code of CMA, DMA, or LSA 4 3 Char
4 Crop code 7 4 Char
5 State code of producer's administrative County 11 2 Char
6 County code of producer's administrative County 13 3 Char
7 producer ID number 16 9 Char
8 Crop year 25 2 Char
9 Farm number (for D transactions only) 27 7 Char
10 Filler (leave blank) 34 10

10
FILE SUBMISSIONCreate Control Record File
(MB4) 1-CMA (Rev.1), Par 239

• The Control Record File provides KC and LSAs the
  number of records being submitted to and from the
  FTP host.
• control record file is named CMAXXYYY.mb4,
  where XXYYY is the State and county code of
  CMA/LSA
• 4802700000502005/04/26

Field No. Contents Begin Length Data Type
1 State code of CMA, DMA, or LSA 1 2 Char
2 County code of CMA, DMA, or LSA 3 3 Char
3 Filler 6 1
4 Number of records in input file 7 7 Char
5 Filler 14 1
6 Date input file was prepared Example yyyy/mm/dd 15 10 Char

11
FILE SUBMISSION(Zipping Files)
MB 4
MB 1
Access WINZIP or similar software such as PKWARE
from PC.
Zip the 2 files together which will later be
transmitted to KC
MB 1
MB 4
1-CMA (Rev.1), Par 240
12
FILE SUBMISSION(Transmitting to KC) 1-CMA
(Rev.1), Par 204

• Obtain a user ID and password from PSD
• Access the free downloadable secure FTP site at
  http//www.glub.com/products/secureftp/download.sh
  tml
• Follow prompts to successfully download a
  one-time install Secure FTP (v2.5.X).

13
FILE SUBMISSION(Transmitting to KC) 1-CMA
(Rev.1), Par 204

• Access the specified host name or sFTP Client
• Choose Add Bookmark
• Profile will be what the user chooses to name
  the connection
• Host Name is always 165.221.200.44
• Enter the assigned user name and password
  received from PSD. User Name will always begin
  with tds\
• Note Do not save or cancel

14
1-CMA (Rev.1), Par 204 FILE SUBMISSION(Transmitt
ing to KC)

• click on the Options tab
• under the Options tab, change Security Mode
  to Implicit SSL by using the drop-down list
• choose Save.
• Note This will close the window.

15
FILE SUBMISSION(Transmitting to KC) 1-CMA
(Rev.1), Par 204
Click on Bookmarks and click on the specified
Profile Name that was created earlier from the
drop-down list, the software will be
launched. Choose Grant Always in the next
pop-up box to close the window and connect to the
secure FTP
16
FILE SUBMISSION(Transmitting to KC) 1-CMA
(Rev.1), Par 204

• access the zipped files that you saved in the
  left tree
• Users may upload and download the files by the
  drag and drop method or simply right click on
  the files and choose upload or download.

17
FILE SUBMISSIONThings to REMEMBER!!

• Only ineligible producers may be deleted.
• eligible and ineligible producers records may
  be canceled when erroneous or incorrect producer
  ID
• If you re-submit a producer ID
• NO RESPONSE UNLESS A CHANGE .

18
The Output File 1-CMA (Rev.1), Par 251

• There are 7 basic stages For CMAs/LSAs in
• transmitting output files
• Download CMA files after 2 p.m. Tuesday and
  Fridays
• Unzip compressed file
• Compare number of records in output file w/number
  reported in control record.
• Print and Review CMA/LSA Summary/Transmission
  Status Report
• Analyze output file.

19
The Output File 1-CMA (Rev.1), Par 251

• The CMA Process
• Returns
• Producer Eligibility
• Farm Crop Eligibility
• Component member Payment Limitation

The CMA Process generates a record for
each tax-ID FSN crop code component member
20
Reports

• There are several files and reports that will be
  returned in the weekly download
• Transmission Status Report (MB0)
• Output File (MB2)
• CMA/LSA Summary Report (MB3)
• Full-File Download (MB5)
• Name and Address Status Report (MB6)
• Producer Loan and LDP Volume Report (LV1)
• 1-CMA (Rev.1), Par 251-256

21
The Output File (Downloading) 1-CMA (Rev.1), Par
251

• Follow the same steps that you did when
• you submitted your file

22
The Output File(Unzipping file) 1-CMA (Rev.1),
Par 251
Click on a specific report to print or import
needed files.
23
The Output File Output File Record (MB2)

• Raw Data
• I9953802111111111E04N5304353043 000001000010000
• 9312345670037500 00001250011
  00064000000000 06667
  53043SMITH FARMS INC NNNNNNY NNNNYNN
  NNNNNN NNNNNNNNNN NN 19990728

Detailed explanation of each Data Field 1-CMA
(Rev.1), Par 268-371
24
Analyzing Data

• strongly advisable to import download file
  (MB2/MB5) into a program such as Microsoft Access
  that will allow you to add column headings for
  clarity.

25
ReportsSummary Report (MB3)
Using Winzip, click on the MB3 file and print.
26
Analyzing Data

• Analyze Weekly File Download for
• All ineligible records
• Missing information
• Information that may have changed
• Our Specialists Review Weekly Summaries and
  Identify Problems

27
Resolving Problems

• Information Needed
• State and County Code
• Farm Number
• Producer(s) Name and ID number
• Full Description of Problem

• Communication is essential for any program to
  work to its full potential. Any questions or
  concerns should be addressed to the CMA staff in
  WDC. These will be coordinated with the staff at
  KCMO.

28
CMA Process Status Report

• Changes in 06 CY
• Processing schedule
• Field changes
• Reading correct files
• State Office Status Report Disabled
• Frequent problems of 06 CY
• Submitting CY 05 instead 06
• File naming convention
• Component member payment limit

29
COMMENTS or QUESTIONS


Thank You